TITLE : Administrative Assistant for Payroll and Student Services Support
QUALIFICATIONS : Experience :
1. Associate's degree or (2) two years of college courses. Two (2) additional years of similar or relevant experience may be substituted for this requirement.
- Five years prior administrative assistant experience. Experience working in a school system, preferred.
- Such alternatives to the above as the Executive Director may find appropriate and acceptable.
Knowledge of
Municipal business practices including requisitions, encumbrances, and accounts payable.State and federal guidelines and grants.Computers, all office machines, office practices and procedures.Record keeping systems, including student management systems, and their application to various uses.MUNIS financial system, preferred.Ability to :
Operate office machines, including computers, and accompanying software packages (Google Education Suite and Microsoft Office).Make frequent contact with employees, vendors, and the general public with courtesy, patience, discretion, and tact.Communicate professionally and courteously with stakeholders, including those whose emotions may be escalatedEffectively communicate both orally and in writingPrioritize and perform work independently in accordance with School Department policies and procedures.Develop constructive working relationships and communicate appropriately and effectively with School / Town employees, officials, and the general publicLearn new skills including software packages.Plan, organize, and complete work in a timely fashion.Implement emergency procedures when and if the need arises based on established office policy.REPORTS TO : Executive Director of SEL and Student Services
JOB GOAL : Perform administrative and financial support for the Executive Director of SEL and Student Services. Process school department payroll and personnel action forms for School Administration Building employees and staff not otherwise accounted for through other cost centers.
PERFORMANCE RESPONSIBILITIES :
Take initiative in performance of work responsibilities and be able to complete assignments with a minimum of supervision.Prepare all purchase orders, process invoices and monitor line item budget for the Executive Director of SEL and Student Services, Director of the Family and Community Engagement Center, and Director of Health Services.Assist Executive Director as well as the Director of FCEC and Director of Health Services in obtaining information related to budget needs.Process school department payroll and personnel action forms for School Administration Building employees and staff not otherwise accounted for through other cost centers.Process timesheets for tutors and other hourly staff through Student Services for submission to the payroll department on a bi-weekly basis.Reviews school department timesheets from school sites for accuracy before processing by payroll department.Completes pay history transfers, when necessary.Maintain attendance records for all central office personnel.Coordinate the processing of personnel action forms for new employees.Process all CORI requests for the district. Maintain a database of volunteers, subs and coaching staff. Send monthly renewal notifications.Assist the Executive Director and Superintendent with processing and tracking out of district school choice requests.Monitor withdrawal data when students unenroll.Prepare correspondence, reports and other materials of a general, confidential and technical nature, including correspondence for the Executive Director of SEL and Student Services.Learn special education finance job functions to serve as back-up for Administrative Assistant for Special Education Finances and Medicaid and provide assistance as necessary.Arrange and confirm appointments and meetings for the Executive Director.Organize and coordinate workshops and conferences hosted by the Executive Director.Perform any duties or responsibilities in keeping with the scope of this position as assigned by the Executive Director of SEL and Student Services.TERMS OF EMPLOYMENT :
This is a non-affiliated 40 hour per week (8 hours per day, ½ hour unpaid lunch), 12 month position.
PHYSICAL REQUIREMENTS :
Typical office conditions : sitting, bending, stooping, filing, occasional lifting of up to 25 pounds of office supplies / files. Close vision at or correctable to normal range.
EVALUATION :
Performance of this position will be evaluated yearly by the Executive Director of SEL and Student Services in accordance with the School Committee policy for evaluation of classified staff.
Posted until filled